Board of Public Utilities

Council Chamber City of Santa Rosa 100 Santa Rosa Avenue Board of Public Utilities Regular Meeting Minutes - Final Thursday, May 2, 2024 1:30 PM 1. CALL TO ORDER AND ROLL CALL Chair Galvin called the meeting to order at 1:31 p.m. Present 5 - Chair Daniel Galvin III, Vice Chair William Arnone Jr., Board Member Christopher Grabill, Board Member Yvonne Sierra, and Board Member Glen Wright Absent 2 - Board Member Lisa Badenfort, and Board Member Robin Bartholow 2. STATEMENTS OF ABSTENTION BY BOARD MEMBERS None. 3. STUDY SESSION None. 4. MINUTES APPROVAL 4.1 April 4, 2024 - Regular Meeting Minutes - DRAFT The April 4, 2024 regular meeting minutes were approved as submitted. 5. STAFF BRIEFINGS 5.1 WATER AND RECYCLED WATER SUPPLY UPDATE Staff will update the Board on water and recycled water supply issues. The Board may discuss this item and give direction to staff. Peter Martin, Deputy Director - Water Resources, and Mike Prinz, Deputy Director - Water Reuse, presented. 5.2 UV PROJECT UPDATE Staff will update the Board on the Ultraviolet (UV) Disinfection Replacement Project that is currently under construction at the Laguna Treatment Plant. The Board may discuss this item and give direction to staff. City of Santa Rosa Regular Meeting Minutes Page 2 of 7 Board of Public Utilities Regular Meeting Minutes - Final May 2, 2024 6. CONSENT ITEMS A motion was made by Vice Chair Arnone, Jr., seconded by Board Member Grabill, to approve Consent Item 6.1. The motion carried by the following vote: Yes: 5 - Chair Galvin III, Vice Chair Arnone Jr., Board Member Grabill, Board Member Sierra and Board Member Wright Absent: 2 - Board Member Badenfort and Board Member Bartholow 6.1 MOTION - PROFESSIONAL SERVICES AGREEMENT APPROVAL - ENGINEERING DESIGN SERVICES FOR THE DELTA POND STANDBY GENERATOR AND LTP ANNEX BOILER REPLACEMENTS RECOMMENDATION: It is recommended by the Contract Review Subcommittee of the Board, Santa Rosa Water, and the Transportation and Public Works (TPW) Department that the Board of Public Utilities (Board), by motion, approve a Professional Services Agreement with Integrated Project Solutions, of Walnut Creek, California, to provide Professional Engineering Design Services for the Delta Pond Standby Generator and LTP Annex Boiler Replacements project in an amount not to exceed $392,282. This Consent - Motion was approved. 7. REPORT ITEMS 7.1 REPORT - CONTRACT AWARD - LAGUNA TREATMENT PLANT FILTER CELLS 9-14 VALVE AND ACTUATOR REPLACEMENT PROJECT BACKGROUND: The filter valves and actuators critical to the Laguna Treatment Plant (LTP) filter cells 9 through 14 have been causing operation problems, are considered obsolete, and have reached the end of their useful life. Filter cells 1 through 8 were refurbished under construction contract No. C01829 in 2016. This Project replaces the remaining filter cells, 9 through 14. This motion will award a contract to TNT Industrial Contractors, Inc. of Sacramento, California, approve a 12% contract contingency and authorize a total contract amount of $2,995,104. City of Santa Rosa Regular Meeting Minutes Page 3 of 7 Board of Public Utilities Regular Meeting Minutes - Final May 2, 2024 RECOMMENDATION: It is recommended by Santa Rosa Water and the Transportation and Public Works Department that the Board of Public Utilities, by motion, award Contract No. C02096, Laguna Treatment Plant Filter Cells 9-14 Valve and Actuator Replacement, in the amount of $2,674,200 to the lowest responsible bidder, TNT Industrial Contractors, Inc. of Sacramento, CA, approve a 12% contract contingency, and authorize a total contract amount of $2,995,104. Chris Balanesi, Associate Civil Engineer, presented and answered Board Member questions. A motion was made by Board Member Wright, seconded by Board Member Grabill, to approve the award Contract No. C02096, Laguna Treatment Plant Filter Cells 9-14 Valve and Actuator Replacement, in the amount of $2,674,200 to the lowest responsible bidder, TNT Industrial Contractors, Inc. of Sacramento, CA, approve a 12% contract contingency, and authorize a total contract amount of $2,995,104. The motion carried by the following vote: Yes: 5 - Chair Galvin III, Vice Chair Arnone Jr., Board Member Grabill, Board Member Sierra and Board Member Wright Absent: 2 - Board Member Badenfort and Board Member Bartholow 8. PUBLIC COMMENTS ON NON-AGENDA MATTERS None. 9. REFERRALS None. 10. WRITTEN COMMUNICATION (AND POSSIBLE BOARD DISCUSSION) None. 11. SUBCOMMITTEE REPORTS Board Member Wright reported that the Water Conservation Subcommittee met on April 17th. The subcommittee received a presentation and unanimously approved the three Water Use Efficiency Award winners for 2024. The awards will be presented to the winners at the City Council meeting on May 21st. In addition, Council will also be adopting a proclamation on May 21st designating May as Water Awareness Month. The second item City of Santa Rosa Regular Meeting Minutes Page 4 of 7 Board of Public Utilities Regular Meeting Minutes - Final May 2, 2024 provided an overview and progress update on our grant funded Direct Install Program for high efficiency toilets and fixtures. Staff discussed progress to date on the first phase of the project during which has replaced 1,243 toilets to date, and provided an update on the expected additional grant funding from a US Bureau of Reclamation grant which would fund a proposed second phase of the program that could replace up to 2,500 toilets. The third item was a review of Santa Rosa’s Water Use Efficiency program metrics for 2023, and a preview of upcoming Water Use Efficiency events and workshops. Staff discussed the successes of various customer programs in 2023, including our Cash for Grass program, and also highlighted how Automatic Metering Infrastructure is assisting customers with quickly identifying and fixing leaks in their homes and businesses. Chair Galvin reported that the Contract Review Subcommittee met on May 1st and reviewed two contracts, both were unanimously recommended for approval. The first was a professional services agreement with the Center for Natural Lands Management for the proposed Kelly Farm mitigation bank and the second was a proposed agreement between the City of Santa Rosa and Sonoma County Water Agency for the purchase of Phosphorus credits. Both items will be coming to the full Board soon. 12. BOARD MEMBER REPORTS None. 13. DIRECTORS REPORTS Director Burke reported:In celebration of our planet and to promote actions to protect it, Santa Rosa Water supported five Earth Day creek cleanup events. The Storm Water & Creeks team hosted their annual Earth Day on the Greenway cleanup in Partnership with the Russian Riverkeeper on Saturday, April 20. The 35 volunteers collected 3 cubic yards of trash. The creeks team also supported cleanups on Ducker Creek and Roseland Creek on Saturday. On Earth Day, April 22, the team met up with the Summerfield Waldorf City of Santa Rosa Regular Meeting Minutes Page 5 of 7 Board of Public Utilities Regular Meeting Minutes - Final May 2, 2024 School and NOAA fisheries for cleanups along Santa Rosa Creek. Between the two days of cleanups, 110 volunteers collected over 9 cubic yards of trash from our creeks. On Saturday, April 20th, Courthouse Square was buzzing with people for Santa Rosa’s 15th Annual Earth Day OnStage Festival. The sun was out and I had a wonderful experience watching the live performances, checking out all of the booths, and learning about at the resources that are available to our community to reduce our impact on our environment. The event hosted 60 exhibitors and a few thousand attendees. Santa Rosa Water’s Storm Water & Creeks and Water-Use Efficiency teams hosted booths. New this year, the festival was able to reduce waste from single-use food ware containers, thanks to our partnership with Sparkl reusables, and the ever-popular Hydration Station was appreciated by our thirsty attendees. A big THANK YOU to my team and all of the other city employees that helped plan and deliver this successful event for our community. I’m looking forward to Earth Day 2025. A case study has been written by Enel North America highlighting Santa Rosa Water’s ongoing participation in the Base Interruptible Program from PG&E. Since 2009, the Laguna Treatment Plan has been participating in a demand response program from PG&E called the Base Interruptible Program that helps ensure the reliability of the state’s energy grid. On days when statewide energy demands are high enough that the energy grid’s supplies become stressed, large energy users like the LTP can participate in programs to voluntarily curtail their usage and reduce the load. When the dispatch to reduce power is given by Enel, the lead Plant Operator has as little as 30 minutes to decide whether the LTP facility is going to participate in the request to reduce energy demands, acknowledge the request, and begin initiating several operational changes to achieve energy reduction targets. Santa Rosa Water has earned over $700,000 in revenue through our participation in the program over the years, with the last two years exceeding $100,000 per year. Participation in the BIP program requires lots of resourcefulness by our Regional Operations when called upon to City of Santa Rosa Regular Meeting Minutes Page 6 of 7 Board of Public Utilities Regular Meeting Minutes - Final May 2, 2024 reduce energy demands. The article showcases how our Regional Operations staff have found innovative ways to be as efficient as possible with ratepayer funds. A big thank you and acknowledgment of the exceptional work of our Leak Crew. Water received a call in the evening on April 5 about a possible leak on Westmont Place, the standby member confirmed it was a leaking 2” service that serves 3 addresses. The leak crew replaced the service on April 9th. Water customers wrote in sharing how impressed they were observing the crew working all day witnessing their dedication, expertise, professionalism, level of service, efficiency and how they worked so harmoniously. The citizens also noted that hard working crews often go unrecognized, so they felt compelled to express their gratitude and praise through their letters. I want to thank Senior Utility Systems Operators Benjamin Alexander and Alex Bauman, and Utility Systems Operators Franz Heilmeier, Franky Davenport and Abraham Ayala for their exceptional work and service to our public. In mid-April the drain line the recycled activated sludge for pump number 3 started to leak and then burst. The Treatment Plant operators and maintenance team jumped on it so quickly that they prevented any sludge from getting into the Plant's storm drain, were able to isolate the issue, and get it back to working order all within the same day. A big thank you to the treatment plant operators and maintenance staff for their quick work on this. 14. ADJOURNMENT OF MEETING Chair Galvin adjourned the meeting at 2:05 p.m. The next regular Board of Public Utilities meeting is scheduled for May 16, 2024 at 1:30 p.m. City of Santa Rosa Regular Meeting Minutes Page 7 of 7 Board of Public Utilities Regular Meeting Minutes - Final May 2, 2024 Approved on: May 16, 2024 __/S/__________________________ Michelle Montoya Recording Secretary